Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher). Three (3) years of full-time experience in project and/or program coordination, including project definition, organization, kickoff, and management. Two (2) years of full-time experience in data collection, management, and reporting.
Preferred Qualifications: Bachelor's degree (foreign equivalent or higher) in relevant scientific or engineering fields. Three additional years (7+) of experience in project definition, organization, kickoff, and management. Experience in supporting product development focused on scientific and/or engineering-based innovation. Project management certification or related training. Experience with the innovation ecosystem, including large, medium, small, and/or startup businesses. Experience supporting partnerships between research institutions and industry. Experience in working with research institution faculty and students. Experience with contracts, licensing, sponsored research agreements, as well as associated processes. Familiarity with supporting grant proposals. Highly proficient, professional experience in word processing, spreadsheets, and presentations (Microsoft Word, Excel, PowerPoint), electronic messaging and internet applications (Google Apps, other), and database systems.
Brief Description of Duties: The role is part of the Economic Development (Econ Dev) team and reports to the Assistant Director, Program and Project Management (AD). Econ Dev is responsible for maximizing Stony Brook University's (SBU's) economic impact through science- and engineering-based research and innovation partnerships with faculty, students, and industry. Econ Dev includes two NY State Centers of Excellence (COE) one in energy and one in wireless and information technologies, one NY State Center of Advanced Technology (CAT) in integrated electric energy systems, Intellectual Property Partners (SBU's technology transfer office), six new venture incubator programs, Long Island's NIST and NY State sponsored Manufacturing Extension Program (MEP/MTRC), a Small Business Development Center (SBDC), and the Strategic Partnership for Industrial Resurgence (SPIR) program. In addition, Econ Dev has a variety of innovation and entrepreneurship programs for faculty and students and works with many other SBU offices, centers and programs.
In its boldest and most successful implementation, SBU will be a true partner with companies in bringing a broad portfolio of science-driven innovation to market and public benefit in the form of new products and services. Overall program success will be measured by the implementation of the program strategic plan, the scale and quality of industry partnerships, and increased funding through successful proposals to federal, state, industry, and other sources. To this end, the Project Coordinator (PC) is responsible for coordinating the program as well as maintaining and managing a portfolio of collaborations of joint faculty - industry partnerships and commercially-relevant research and development projects . In addition, the PC will support all requirements of program sponsors.
There are two fundamental components to the role: 1) support project and project portfolio management, 2) support program management. Across these areas of responsibility, industry partnerships are central and critical.
The Project Coordinator will be a highly motivated self-starter with a record and bias for strong, measurable results. They will have excellent written and verbal communication skills, as well as strong interpersonal skills and professional maturity. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving. Under the guidance of the Assistant Director, Program & Project Management and in support of the program Managing Director (MD), execute the following duties:
Projects include, but are not limited to, funded projects, grant proposals, events, and workforce development and education, outreach, and partner initiatives.
Overall, support the primary project management components for assigned projects: Workplan, Deliverables, Schedule, Resource Management, Budgets, Standing Meeting. Work with project leadership and team to ensure good practice across all of them.
With the project team, ensure a full, detailed work plan is created and actively utilized for every project. Keep the work plan current. Track progress, identifying issues and required adjustments to the work plan.
Review and process workflow required by projects, proposals, awards, and budgets, including but not limited to tracking and supporting spending.
Support projects proactively, ensuring projects stay on track and all issues are identified and assigned an owner with a due date.
Ensure a standing project meeting is held to support strong project management and performance.
Effectively engage and utilize project management software.
Ensure a project post mortem is conducted to assess and document performance, and then update all relevant systems.
Request and obtain project status/progress updates from appropriate sources (e.g., PI, industry partner, managing director).
Engage as a team member on routine and ad hoc project tasks (e.g., letters of support).
Data & Reporting
Enter project data into all relevant systems on a timely basis to ensure accuracy in frequent reporting.
Provide project summary data as required for Program Advisory Board Meetings, Econ Dev project business development efforts, Econ Dev annual planning process, Econ Dev budget process, compliance and reporting, and other purposes.
Assist in building synergies across Econ Dev programs by supporting project comparison with data and information summaries, looking for ways to improve and leverage for higher impact.
Process & Compliance
Assist Econ Dev Shared Services units (Finance, HR, Contracts, others) wherever necessary to meet project, program, and Econ Dev requirements.
Prepare and provide data and/or summary information as required for award compliance and reporting.
Process and input proposals and related budgets and submit them to the Research Foundation Office of Sponsored Programs (i.e., MyResearch) or the Office of Procurement, following current processes and procedures.
Review accuracy of the proposals, budgets and supporting documents with University faculty, Econ Dev program and/or center personnel, or industry partners.
Interact and engage with faculty, Econ Dev personnel, industry partners, University administration and others on all facets proposal, award, and initiative preparation, processing and administration.
Adhere to Econ Dev high service level response times.
Build and Maintain Best Practice
Assist in all relevant practice improvement initiatives.
Assist in defining and implementing metrics and continuously measure/track project performance.
Under the guidance of the Assistant Director, Program & Project Management, support assigned Econ Dev programs.
Support operational, planning, sponsor compliance, reporting, and administrative needs of Econ Dev Programs and Centers, liaising with Econ Dev, project teams, and others as necessary.
Assist Econ Dev Shared Services units (Finance, HR, Contracts, Compliance, and others) wherever necessary to meet program requirements.
Provide program summary data as required for program Advisory Board meetings, business development efforts, annual planning process, budget process, compliance and reporting, and other data and reporting requirements.
Assist in building synergies and leverage across Econ Dev projects and programs, looking for ways to improve and achieve higher impact.
Assist the MD and AD in maintaining a "real-time/current" summary of all external outreach activities of the program.
Assist the MD and AD in maintaining a "real-time/current" summary of all workforce development, educational and training activities for the program.
Project Portfolio Management
With supervisor and across programs, build, implement, and manage continuous assessment of projects. This includes comparative and side-by-side evaluations both within a program and across programs.
Assist in defining and implementing metrics and continuously track and measure program, project portfolio, and project performance and status. As much as possible, assessment should be data-driven.
Support all efforts to define and implement practices and systems to support project portfolio management and reporting.
Build and Maintain Best Practice - Assist in all relevant practice improvement initiatives
Other duties as needed.
Special Notes: The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
Due to U.S. Export Control laws and regulations, the candidate hired will need to be a U.S. citizen, lawful permanent resident, or other "protected individual" (as defined by 8 U.S.C. Sec. 1324b(a)(3).
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
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Job Number: 2201601
Official Job Title: Project Staff Associate
Job Field: Administrative & Professional (non-Clinical)
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.